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2023-04-06 Tree Board Packeto Agenda Edmonds Tree Board V REGULAR MEETING BRACKETT ROOM 121 5TH AVE N, CITY HALL - 3RD FLOOR, EDMONDS, WA 98020 APRIL 6, 2023, 6:00 PM REMOTE MEETING INFORMATION Join Remote Meeting by clicking this URL: https://edmondswa- gov.zoom. us/j/82838461777?pwd=SGdQYjZU Nj h NV3ZTSHd M d H N PT2xhdz09 This is a Hybrid meeting. The public may join in -person or on-line. The physical location of the meeting is at Edmonds City Hall 121 5th Avenue N., 3rd Floor Brackett Room Meeting ID: 828 3846 1777, Passcode: 068009 Call in to the Meeting by Dialing (253) 215-8782 LAND ACKNOWLEDGEMENT We acknowledge the original inhabitants of this place, the Sdohobsh (Snohomish) people and their successors the Tulalip Tribes, who since time immemorial have hunted, fished, gathered, and taken care of these lands. We respect their sovereignty, their right to self-determination, and we honor their sacred spiritual connection with the land and water. I. CALL TO ORDER II. ROLL CALL APPROVAL OF DRAFT MINUTES A. March 2, 2023 Tree Board Meeting Draft Minutes APPROVAL OF AGENDA AUDIENCE COMMENTS UNFINISHED BUSINESS A. 7402 : Approved Events & Projects VII. NEW BUSINESS A. 7404 : Projects/Programs Under Consideration B. 7400 : Staff Updates VIII. TREE BOARD CHAIR/MEMBER COMMENTS VIIII. ADJOURNMENT Edmonds Tree Board Agenda April 6, 2023 Page 1 3.A Tree Board Agenda Item Meeting Date: 04/6/2023 March 2, 2023 Tree Board Meeting Draft Minutes Staff Lead: N/A Department: Planning Division Prepared By: Deb Powers Background/History Minutes from the Tree Board's March 2, 2023 meeting are attached for review. Staff Recommendation Adopt or amend draft minutes as presented. Attachments: 03022023 Tree Board Meeting Minutes draft Packet Pg. 2 3.A.a CITY OF EDMONDS �, � TREE BOARD �•� Summary Minutes of Regular Meeting March 2, 2023 CALL TO ORDER AND ROLL CALL Chair Cass called the Tree Board meeting to order at 6:00 p.m. Board Members Present Janelle Cass, Chair Bill Phipps, Vice Chair Chris Eck Wendy Kliment Kevin Fagerstrom Board Members Absent Ross Dimmick (Alternate) Crane Stavigl Andy Lyon LAND ACKNOWLEDGEMENT Board Member Eck read the land acknowledgement. APPROVAL OF AGENDA Staff Present Deb Powers, Urban Forest Planner Others Present Jenna Nand, Edmonds City Council Liaison Chair Cass proposed moving New Business items 1, 2, and 3 to Unfinished Business as items 5, 6 and 7. Board Member Phipps asked to add the following topics under New Business: a discussion about starting a tree voucher program in Edmonds; a discussion about a letter sent to the Tree Board; a discussion about getting tree retention plan information on certain new developments. The tree voucher item and the discussion about the letter were added to New Business as items 1 and 2. Due to a full agenda, the development information item was added to the April agenda. Board Member Phipps also requested an update about Sierra Park in April. The agenda was approved as amended. AUDIENCE COMMENTS ' Vice Chair Phipps noted that Board Member Stavig had tried to get into the meeting for over an hour but was unsuccessful. Tree Board Meeting Minutes March 2, 2023 Pagel of4 Packet Pg. 3 3.A.a There were no audience comments. MINUTES: Approval of February 2, 2023 Tree Board Minutes The February 2, 2023 Tree Board minutes were approved as presented. UNFINISHED BUSINESS: 1. April 22 Earth Day Planning Discussion Board Member Kliment reported that Parks is happy to have the Board's help. She asked who is going to be able to participate. Board Member Eck will help at Yost. Board Member Fagerstrom and his wife will be at Pine Ridge. Board Member Kliment will also be helping. The Board approved a S60 budget for Earth Day event snacks. 2. October 7 Arbor Day Planning Discussion There was discussion about how the giveaway was handled in the past and consensus to give away about 70 small trees and to get a few larger trees for the raffle this year. Vice Chair Phipps recalled he spent about $700 on trees last year. There was consensus to put this on the agenda again for further discussion about the trees when Board Member Stavig is present. Vice Chair Phipps noted there is a grant opportunity through DNR which would match 50% of the cost. Councilmember Nand thought that the Foundation has also donated trees in the past. The Tree Board needs to submit the $40 registration to reserve their spot at the market on October 7. The Board approved a budget of $40 for the registration fee. The Board approved a budget of $800 for Earth Day tree giveaways. Annual Work Plan for Director's Approval There was a general discussion about the anticipated costs for this years' Work Plan events and activities so that the final Work Plan could be submitted for 2023 budget approval. Councilmember Nand asked if the Tree Board would have the opportunity to write something for the Edmonds Beacon and My Edmonds News about what they are doing like the Mayor's Climate Protection Committee was able to do. Ms. Powers indicated she would check on that and report back. 4. Annual Presentation to City Council Chair Cass reviewed her draft presentation and made edits as recommended by the Board and staff as she went. She will be presenting to the City Council next Tuesday, March 7th. Tree Board Meeting Minutes March 2, 2023 Page 2 of 4 Packet Pg. 4 3.A.a Consider Updates to Homeowners Tree List (continued to April meeting) 6. Consider Heritage Tree Program (continued to April meeting) 7. Staff Updates: status on Critical Areas Maps, Tree Code Amendment/Public Engagement Critical Areas Maps: Ms. Powers demonstrated on the online GIS map how to navigate and find information related to critical areas and slopes. General clarification questions and answers followed about tree removals and critical areas. There was also discussion about proposed legislation at the state level that is currently being considered and how the legislation may impact Edmonds. Tree Code Amendments/Public Engagement: Ms. Powers noted there were no new updates on the Tree Code Amendments project since the joint meeting on December 14 with the Planning Board. She will be meeting with the Planning Board again on March 8. The consultant has drafted a robust Public Engagement Plan which will be presented at that meeting. Staff will be looking to the Planning Board to see if the Public Engagement Plan is adequate. There was general discussion about issues surrounding homeowner tree removals. Councilmember Nand said she would like to see a citywide policy on tree retention requirements. Ms. Powers explained that limits to property owner tree removals is what the Planning Board and staff will be working on next. Chair Cass spoke to the importance of educating people about the negative impacts of removing trees in critical areas. NEW BUSINESS Discussion about starting a tree voucher program Vice Chair Phipps said he could give a report next month on what he learned from Lynnwood's tree voucher program. He also offered to see if someone from Lynnwood could join them for a discussion/presentation. This item was continued to the April meeting. 2. Letter from citizen about pending development on a property located on 88th Ms. Powers had presented a letter that was addressed to the Tree Board from Echo Wiley, who was upset about development occurring in her neighborhood. Ms. Powers has submitted the letter as a public comment on the relevant project. Ms. Wiley's contact information was added to the listsery for folks who are interested in getting updates on the Tree Code Amendment project. Ms. Powers said she would look into what is being proposed and report back at the next meeting. This topic will be continued on the agenda for next month for follow-up. TREE BOARD CHAIR, MEMBER COMMENTS Vice Chair Phipps requested information about how the tree code would work on a specific property under development next to Sierra Park. Ms. Powers offered to resend an email she had previously sent him with resources so that anyone could look up proposed development projects. I\ 01Lei y aUo 104a Y Tree Board Meeting Minutes March 2, 2023 Page 3 of Packet Pg. 5 3.A.a The meeting was adjourned at 8:12 p.m. Next meeting: April 6, 2023 Tree Board Meeting Minutes March 2, 2023 Page 4 of 4 Packet Pg. 6 Tree Board Agenda Item Meeting Date: 04/6/2023 Approved Events & Projects Staff Lead: Deb Powers Department: Planning & Development Prepared By: Michelle Martin Background/History See 2023 Tree Board Work Plan (attached). Staff Recommendation Continue planning discussions on approved Work Plan items. Narrative The Tree Board approved a Work Plan for 2023 events/projects. At the previous Board meeting, plans were finalized for the April 22 Earth Day event. The Board may need to discuss and approve which informational literature will be distributed at the Earth Day event. Remaining approved event/project planning discussions include 1) completion of garden tour tree signs, 2) Arbor Day event booth reservation and tree procurement, and 3) status on the Sierra Park interpretive sign installation. Attachments: 03292023 TB Work Plan Packet Pg. 7 6.a 2023 TREE BOARD WORK PLAN Revised 3129123 Ongoing Annual Events Date Description TB Lead Anticipated Partners/Contact Cost Annual City Council Presentation 3/7/2023 Create PPT subject to Board approval and give presentation to Council. Janelle N/A REQUIRED* Contact: Deb for Council packet submittal Earth Day Celebration* 4/22/2023 Stewardship restoration projects @ Yost/Pine Ridge Parks. TB members host Wendy $60 sign -in tables, help welcome volunteers, and provide snacks and TB literature. Edmonds in Bloom Garden Tour 7/16/2023 Coordinate with EIB committee, print, assemble tree ID signs/stakes Wendy N/A Tree Signs Contact: EIB/Tia Scarce digdiq@mac.com, Carol Murray (EIB Pres.) Edmonds Farmers' Market Tree/seedling give-away and raffle. Plus public education on critical areas using online GIS mapping. Crane Arbor Day Celebration Submit application for ace. Procure giveaway and raffle items. Plan critical pp p g y (trees), REQUIRED* 10/7/2023 area educational aspect (materials, equipment, etc.) Plan loading, unloading, Kevin $840 Note: celebrating/proclaiming Arbor Day delivery of raffle items (optional). Design/print educational materials. Assign (forms, is required to maintain Tree City USA booth shifts. Coordinate with Deb for Arbor Day proclamation to Council. application) Contact: Emily Young, EFM Coordinator (405) 216-7634 or emily.young@edmondok.com 2023 Events/Projects Date Description TB Lead Anticipated Partners/Contact Cost Site restoration. Plant site -specific trees/understory and replace interpretive Sign Replacement, Restoration & signs at Sierra Park. Tree Planting Sierra Park Unspecified Contact: Parks Director Angie FeserAngie.Feser@edmondswa.gov Andy $500 (UFMP Goal 4A) -APPROVED A) Lion's Club contact: Deandra? Tree Code Update Project Currently Per by-laws, Tree Board provides written recommendation to City Council. (UFMP Goal Stage 2) N/A N/A REQUIRED* underway Contact: Deb deb.powers@edmondswa.gov Public Tree Walking Tour Informative tour featuring tree factoids, history, etc. featuring significant (UFMP Goal 4A) Unspecified public trees located at City Park. Tour would be led by a tree expert. Crane ? UNDER CONSIDERATION Contact: Parks Director Angie Feser *Specifically listed under Tree Board Powers and Duties per Title 10.95.030 ECC as 0 a 06 r c a� w a� O CL a Q c a L O m H Cl) N O N O N Cl) O c m E t .r a Packet Pg. 8 6.a 2023 TREE BOARD WORK PLAN Revised 3129123 2023 Events/Projects Date Description Partners/Contact TB Lead Anticipated Cost Update Tree List for Homeowners Currently online under the Tree Board webpage. List is outdated, includes UNDER CONSIDERATION Unspecified inappropriate species and is not formatted for printing. Crane N/A (Note that a Street Tree List/Street Tree Plan are City projects currently underway). "Special" Street Tree Designations Designate street trees worthy of merit. See details under Heritage Tree UNDER CONSIDERATION Unspecified Program below. Andy ? Contact: Parks Director Angie Feser Potential Projects Approx. Description TB Lead Anticipated Date Cost Public Education Topics Anti -topping campaign or other positive tree messaging such as Trees Are (UFMP Goals 1Ei, 4A-C) the Answer! Trees are Good! Healthy Trees/Healthy Cities, etc. Create a Tree Owner's Manual Handbook (see DNR example). Tree voucher program or See Lynnwood/Kirkland examples of City -run voucher programs, adapt to giveaway/planting event TB -run program. Organize one-time tree giveaway event for planting street (UFMP Goal 3A) trees or trees on private property. Recognize superior tree care or Develop acertification/awards program for property owners/developers. preservation Contact? (UFMP Goal 3C) Annually, Over and above TCUSA Arbor Day* requirements. Need 10 points to receive Earn TCUSA Growth Awards due Dec 15Y Growth Award. Contact: Deb Establish a volunteer program that designates Heritage/Notable Trees in Edmonds. Develop nomination process, tree criteria, selection committee. Heritage/Notable Tree Program Create signage/plaque for designated trees. Schedule celebrations, invite (UFMP Goal 1D) dignitaries. Consider GIS mapping on City website for greater urban forestry education/advocacy. Deb has info on PlantAmnesty and other city's Heritage Tree programs *Specifically listed under Tree Board Powers and Duties per Title 10.95.030 ECC 2 0 L a. 06 r c a� w a� 0 a Q. Q c a L 0 m Cl) N 0 N rn N Cl) 0 c m E t a Packet Pg. 9 6.a 2023 TREE BOARD WORK PLAN Revised 3129123 Lead/facilitate public tree Could be one-time or ongoing annual event. Could be related to increasing planting or pruning class tree age/species diversity. Participate in/initiate tree planting and tree care (Possible Arbor Day event?) activities (UFMP Goal 4Bii). (UFMP 2G, 21) Contact: Parks or Public Works? Administrative Projects Description TB Lead Anticipated Cost Procure shared file storage for TB COMPLETED JUNE 2022. Edmonds IT has set up an FTP Server for all City boards AND documents, photos, etc. commissions' file storage. N/A N/A Contact: Deb COMPLETED 1ST DRAFT AUGUST 2022, DISTRIBUTED TO BOARD. Develop a guide consistent Tree Board Handbook with all City boards/commissions. Includes new member orientation, board history, N/A N/A mission, guiding principles/policies, primary responsibilities, budget info, staff role, etc. Contact: Deb Revise content, imagery and graphics for greater advocacy and outreach (within City web Tree Board webpage update content standards). Consider new, positive messaging. Research other city's TB webpages. ? N/A See Kirkland "Trees" website. Contact: Deb *Specifically listed under Tree Board Powers and Duties per Title 10.95.030 ECC a� 'o L a 06 y r c a� w a� 0 L a Q. Q c (L Y L 0 M: LW r M N O N a) N M O r C d E t V R r Q Packet Pg. 10 Tree Board Agenda Item Meeting Date: 04/6/2023 Projects/Programs Under Consideration Staff Lead: N/A Department: Planning Division Prepared By: Deb Powers Background/History Projects discussed as potential Work Plan items that do not show anticipated costs in the 2023 budget proposal and/or have not been approved by the Tree Board are considered New Business/Projects Under Consideration. Staff Recommendation Discuss potential projects for approval as 2023 Tree Board Work Plan items and adjust budget if needed. Narrative See Work Plan (attached). Projects under consideration include 1) Tree Walking Tour, 2) Updates to Homeowner's Tree List and 3) "Special" Street Tree Designations. A discussion on tree vouchers was requested as a new agenda item at the March 2, 2023 meeting but was moved to the April agenda due to time constraints. Attachments: 03292023 TB Work Plan Packet Pg. 11 0 2023 TREE BOARD WORK PLAN Revised 3129123 Ongoing Annual Events Date Description TB Lead Anticipated Partners/Contact Cost Annual City Council Presentation 3/7/2023 Create PPT subject to Board approval and give presentation to Council. Janelle N/A REQUIRED* Contact: Deb for Council packet submittal Earth Day Celebration* 4/22/2023 Stewardship restoration projects @ Yost/Pine Ridge Parks. TB members host Wendy $60 sign -in tables, help welcome volunteers, and provide snacks and TB literature. Edmonds in Bloom Garden Tour 7/16/2023 Coordinate with EIB committee, print, assemble tree ID signs/stakes Wendy N/A Tree Signs Contact: EIB/Tia Scarce digdiq@mac.com, Carol Murray (EIB Pres.) Edmonds Farmers' Market Tree/seedling give-away and raffle. Plus public education on critical areas using online GIS mapping. Crane Arbor Day Celebration Submit application for ace. Procure giveaway and raffle items. Plan critical pp p g y (trees), REQUIRED* 10/7/2023 area educational aspect (materials, equipment, etc.) Plan loading, unloading, Kevin $840 Note: celebrating/proclaiming Arbor Day delivery of raffle items (optional). Design/print educational materials. Assign (forms, is required to maintain Tree City USA booth shifts. Coordinate with Deb for Arbor Day proclamation to Council. application) Contact: Emily Young, EFM Coordinator (405) 216-7634 or emily.young@edmondok.com 2023 Events/Projects Date Description TB Lead Anticipated Partners/Contact Cost Site restoration. Plant site -specific trees/understory and replace interpretive Sign Replacement, Restoration & signs at Sierra Park. Tree Planting Sierra Park Unspecified Contact: Parks Director Angie FeserAngie.Feser@edmondswa.gov Andy $500 (UFMP Goal 4A) -APPROVED A) Lion's Club contact: Deandra? Tree Code Update Project Currently Per by-laws, Tree Board provides written recommendation to City Council. (UFMP Goal Stage 2) N/A N/A REQUIRED* underway Contact: Deb deb.powers@edmondswa.gov Public Tree Walking Tour Informative tour featuring tree factoids, history, etc. featuring significant (UFMP Goal 4A) Unspecified public trees located at City Park. Tour would be led by a tree expert. Crane ? UNDER CONSIDERATION Contact: Parks Director Angie Feser *Specifically listed under Tree Board Powers and Duties per Title 10.95.030 ECC c 0 L m c 0 U L d c N a� 0 a m 0 L a a 0 m M N O N O N cM O c m t r r Q Packet Pg. 12 0 2023 TREE BOARD WORK PLAN Revised 3129123 2023 Events/Projects Date Description Partners/Contact TB Lead Anticipated Cost Update Tree List for Homeowners Currently online under the Tree Board webpage. List is outdated, includes UNDER CONSIDERATION Unspecified inappropriate species and is not formatted for printing. Crane N/A (Note that a Street Tree List/Street Tree Plan are City projects currently underway). "Special" Street Tree Designations Designate street trees worthy of merit. See details under Heritage Tree UNDER CONSIDERATION Unspecified Program below. Andy ? Contact: Parks Director Angie Feser Potential Projects Approx. Description TB Lead Anticipated Date Cost Public Education Topics Anti -topping campaign or other positive tree messaging such as Trees Are (UFMP Goals 1Ei, 4A-C) the Answer! Trees are Good! Healthy Trees/Healthy Cities, etc. Create a Tree Owner's Manual Handbook (see DNR example). Tree voucher program or See Lynnwood/Kirkland examples of City -run voucher programs, adapt to giveaway/planting event TB -run program. Organize one-time tree giveaway event for planting street (UFMP Goal 3A) trees or trees on private property. Recognize superior tree care or Develop acertification/awards program for property owners/developers. preservation Contact? (UFMP Goal 3C) Annually, Over and above TCUSA Arbor Day* requirements. Need 10 points to receive Earn TCUSA Growth Awards due Dec 15Y Growth Award. Contact: Deb Establish a volunteer program that designates Heritage/Notable Trees in Edmonds. Develop nomination process, tree criteria, selection committee. Heritage/Notable Tree Program Create signage/plaque for designated trees. Schedule celebrations, invite (UFMP Goal 1D) dignitaries. Consider GIS mapping on City website for greater urban forestry education/advocacy. Deb has info on PlantAmnesty and other city's Heritage Tree programs *Specifically listed under Tree Board Powers and Duties per Title 10.95.030 ECC c 0 r `m -a rn c 0 U L d D 0 E 0� 0 a m 0 L a c R a 0 m M N 0 N 0) N cM O r c m E r Q Packet Pg. 13 2023 TREE BOARD WORK PLAN Revised 3129123 Lead/facilitate public tree Could be one-time or ongoing annual event. Could be related to increasing planting or pruning class tree age/species diversity. Participate in/initiate tree planting and tree care (Possible Arbor Day event?) activities (UFMP Goal 4Bii). (UFMP 2G, 21) Contact: Parks or Public Works? Administrative Projects Description TB Lead Anticipated Cost Procure shared file storage for TB COMPLETED JUNE 2022. Edmonds IT has set up an FTP Server for all City boards AND documents, photos, etc. commissions' file storage. N/A N/A Contact: Deb COMPLETED 1ST DRAFT AUGUST 2022, DISTRIBUTED TO BOARD. Develop a guide consistent Tree Board Handbook with all City boards/commissions. Includes new member orientation, board history, N/A N/A mission, guiding principles/policies, primary responsibilities, budget info, staff role, etc. Contact: Deb Revise content, imagery and graphics for greater advocacy and outreach (within City web Tree Board webpage update content standards). Consider new, positive messaging. Research other city's TB webpages. ? N/A See Kirkland "Trees" website. Contact: Deb *Specifically listed under Tree Board Powers and Duties per Title 10.95.030 ECC c 0 r L -a c 0 U m c D E a� 0 L a m 0 a c (L Y L 0 3: LW r M N O N a) N M O r C d E L V R r r Q Packet Pg. 14 Tree Board Agenda Item Meeting Date: 04/6/2023 Staff Updates Staff Lead: Deb Powers Department: Planning & Development Prepared By: Michelle Martin Background/History Staff will report to the Tree Board on the status of the 2023 Tree Board budget, the tree code amendment project (including public engagement efforts) and information on Open Public Meeting Act training at the April 6, 2023 Tree Board meeting. Budget - prior to approving the proposed $2,000 Tree Board budget for 2023, Planning and Development Director Susan McLaughlin requested that the Board submit a Work Plan with anticipated costs for events and projects. At the March 2, 2023 Tree Board meeting, the Board finalized its Work Plan (attached) with a total $1,400 in estimated costs for 2023 events and projects. The Work Plan was submitted to Director McLaughlin for review and approval. Tree code amendment project - amendments to Edmonds Community Development Code (ECDC) 23.10 are currently underway. The Board has been engaged in understanding how the existing code works and what changes could be made to the code to advise the City Council per Edmonds City Code (ECC) 10.95.030.A on "ordinances to help preserve and protect existing trees, encourage planting of additional trees and safeguard trees on parcels where construction or renovation is occurring or planned to occur." Approximately 20 people, including several Tree Board members, attended the March 27 public meeting for the Tree Code Update. Staff will begin work sessions with the Planning Board on potential tree code amendments on April 26. Staff will also discuss potential dates for the facilitated stakeholder meeting with the Tree Board. Open Public Meeting Act (OPMA) training - per ECC 10.02.010, every member of an Edmonds board or commission must complete OPMA training within 90 days of their appointment. The Draft Edmonds Tree Board Handbook (attached) includes instructions on how to take the training, which includes five lessons from the Washington State Office of the Attorney General. Edmonds City Attorney Jeff Taraday presented information and answered questions on OPMA rules at the February 22, 2023 Planning Board retreat. The video can be viewed at this url: https:Hedmondswa.igm2.com/Citizens/SplitView.aspx?Mode=Video&MeetingID=4128&Format=Minute Staff Recommendation Receive staff updates; no action is necessary. Packet Pg. 15 Narrative Staff will provide status and project updates at the April 6, 2023 Tree Board meeting. Attachments: DRAFT-5 TB Handbook —Distribution 03292023 TB Work Plan Packet Pg. 16 DRAFT Tree Board Handbook .4c. ts9l Welcome Tree Board Powers and Duties Background/History Orientation Meetings Membership, Officers, Quorum Board Administration Misc. Appendix Welcome from the Development Services Director Hello! The City of Edmonds boards and commissions play an important role in serving our community. Each provides advice and recommendations to the Mayor and City Council regarding programs, activities, and issues unique to their mission and purpose. Edmonds in Development Services Department oversees the Architectural Design, Planning and Tree Boards r- in addition to the Historical Preservation Commission. I am generally responsible for handling board budgets, staffing, and any legal or policy issues that may arise. All City boards and commissions have guidelines codified in the Edmonds Community Development Code (ECDC) Title 10, while the Citizen's Tree Board is outlined in ECDC Chapter 10.95. Thank you for your volunteer service to the City of Edmonds. Susan McLaughlin [(signature]] Tree Board Powers and Duties The Tree Board operates under Title 10.95.030 Edmonds City & Community Development Code (ECDC) Powers and Duties: A. The board is empowered to advise and make recommendations to the Mayor and the City Council and, as appropriate, to the Planning Board and other boards or commissions of the City on such matters including but not limited to: 1. An urban forest management program and/or ordinances to help preserve and protect existing trees, encourage planting of additional trees, safeguard trees on parcels where construction or renovation is occurring or planned to occur, and encouraging the Edmonds citizenry to become active stewards of the urban forest. 2. Increasing community outreach and education regarding the value of trees, proper selection of trees, and correct methods for planting of and caring for trees. 3. Working with civic, religious, and citizen groups on specific projects or to organize invasive plant removal and native vegetation planting in accord with the department of parks, recreation, and cultural services. Revised 3130123 P Packet Pg. 17 O 4. Facilitating relevant grant applications supporting ecology and watershed protection projects. 5. Sponsoring an annual Arbor Day event. 6. Working towards achieving and maintaining a Tree City USA status. B. The board shall provide an annual report to the city council within the first quarter of each year Tree Board Background In 2010, the Edmonds City Council created a Citizens' Tree Board. In 2016, the City Council adopted the Tree Board Powers and Duties under ECDC Chapter 10.95. The Board's official webpage describes Board history in greater detail, along with its goals, resources and a list of current members, City Council liaison and supporting staff. Orientation City email Once your appointment has been confirmed by the Council, a City email address will be assigned for your use. All Board -related correspondence and meeting agendas will be sent to that email for you to access from a private device. Do not use your personal email for City or Board business as it is subject to public records requests. IT will provide a user login and temporary password. Login instructions are as follows: 1. To access the City's email service, navigate to in your web browser. This will connect you to the City of Edmonds Web App portal. Outlook Web App QqV" r M1 r **a-) ) � rta a a p�icw�v►M �or�tin ❑ yr. � ryM �i�or•ofG.�,�.w4b � VW +—W I vns.aa. ? 0wRmm4cd io 'Acic-M D;2* 1 2. Select the type of computer (public or private). (Note: If you right mouse click on the Outlook Web App page BEFORE signing in, a dialog box will pop up asking you if you would like to put a shortcut to this website on your desktop. Select "Yes" if you wish to do so. Creating a shortcut on your desktop will make future logins much quicker.) Revised 3130123 P Packet Pg. 18 3. Type in your User Name and Password. Click the "sign in" button. 4. You are strongly encouraged to change the initial password at your earliest convenience. To do so, click on OPTIONS in the upper right corner of the window and select CHANGE YOUR PASSWORD Note: the City of Edmonds has since gone to a 2-step authentication process to log in to City email from a non -City device. You will be prompted and sent a code either by text or email. Staff Roles & Resaonsibilities Deb Powers, the Urban Forest Planner in the Planning Division is staff liaison on the Tree Board. As a Certified Arborist and TRAQ Assessor, Deb has subject matter expertise related to Tree Board business. Deb provides guidance in developing the Board's annual work plan, coordinates with the Board Chair on monthly meeting agenda topics and is responsible for posting agendas, facilitating/recording meeting proceedings and posting minutes once they are transcribed. a Debbie Rothfus is the Administrative Assistant for Development Services. Debbie advertises for CL Board vacancies, handles invoices for Tree Board expenditures and maintains the Tree Board position list. cn David Levitan is the Planning Division Manager and oversees daily operations of the Planning o Division and the Boards they support. should be contacted and included in any correspondence for any Tree Board projects or events that involve Planning staff resources. N 0 Angie Feser is the Director of Parks and Recreation. Angie should be contacted initially and Yi included in all correspondence for any Tree Board projects or events that involve park locations 0 or staffing resources. [(Communicating with staff, reaching out to other departments, Board's role with City]] Contact Information Deb Powers deb.powers@edmondswa.gov David Levitan david.levitan@edmondswa.gov Debbie Rothfus debbie.rothfus@edmondswa.gov Susan McLaughlin susan.mclaughlin@edmondswa.gov Angie Feser angie.feser@edmondswa.gov Planning and Development is located on the second floor of City Hall (121 5t" Ave. N) and can be reached at 425-771-0220. Open Public Meetings Act (OPMA) Training The Washington State Open Public Meetings Act (OPMA) RCW 42.30.020 and Edmonds ECC 10.02 codes strive for greater government transparency by requiring all board/commission business be conducted in open public meetings. All new board and commission members are required to take OPMA training within 90 days of appointment and to retake the training every 4 years. Please take this training and, when you are done, provide Deb Powers with a copy of your training certificate so she can notify the City Clerk that you have completed the training. OPMA and Communicating via Email. Social Media. Phone. etc. Revised 3130123 P Packet Pg. 19 O Violations of OPMA laws can result in penalties, as well as a breakdown in confidence in government agencies. The City but also individuals can be held liable for OPMA violations. For that reason, board and commission members are advised to conduct business in regular or special meetings and retreats, but not engage in emails and other electronic communication between members outside of meetings. Even seemingly innocuous email discussions can unknowingly become 'rolling quorums' in violation of OPMA rules. Urgent information that must be conveyed to all board members prior to the next meeting can be sent to staff for distribution via 'BCC' with 'no reply' expressly stated at the top of informational emails. This handout from the Municipal Research Services Center (MRSC) helps explain electronic communications under OPMA rules. Meetings All Edmonds' board and commission meetings are "hybrid" public meetings, meaning attendance is held both online and in person. Public notice in the form of a meeting agenda is a required at least 24 hours in advance and must be posted online and physically at City Hall, at a the library and outside Council Chambers in the Public Safety Building west entrance lobby. "Regular meetings" are held the first Thursday of the month at 6 pm in the Brackett Room/City in Hall and via the Zoom webinar platform. The Brackett Room is on the 311 floor of City Hall, r_ located at 121 5th Avenue in Edmonds. Persons wishing to join virtually in lieu of in -person attendance can click on or paste the following Zoom meeting link into a web browser using a _2 L computer or smart phone: n https://edmondswa-gov.zoom.us/i/82838461777?pwd=SGdQY*ZU NuhNV3ZTSHdMdHN PT2xhdz09 Passcode: 068009 Persons must be admitted as a "panelist" to join meetings and participate on the Zoom webinar platform. Please allow sufficient time to join the webinar and notify staff if you are having technical difficulties. Tree Board meetings are scheduled for 2 hours but may run under or over time, depending on the agenda. "Special meetings" are any meetings that take place outside the regularly scheduled date, time and/or place. Once a special meeting agenda is posted, the board cannot consider any subject or issue that is not listed on the agenda per OPMA rules. Members may remove items but not add new items. Special meetings are typically called for emergencies or for a "retreat" with a focused, single topic. The Tree Board may need to participate in joint meetings with the Planning Board for agenda items related to tree codes. Please respect fellow board members' and the public's time by considering new topics for placement on the next month's meeting agenda. The Chair and members must always insist on courtesy and respect. No personal remarks, no insulting language, no bullying, no interrupting, no sidebar conversations, no disrespectful body language. If this happens, the Chair or any member should gently but firmly put a stop to it. Meeting Agendas Revised 3130123 P Packet Pg. 20 The purpose of an agenda is to legally post a public meeting notice and communicate board business to the public. To efficiently conduct board business, achieve Work Plan goals and plan events and projects in a timely manner, priorities need to be established in meeting agendas through a coordinated process: • Staff establishes a draft meeting agenda with high priority agenda items. Members contact Chair/Vice Chair with clearly stated agenda topics. The Chair may ask member(s) how much time the topic may need and who will be leading the discussion. The Chair may suggest to members certain topics be placed on a subsequent agenda. • The Chair and staff coordinate to prioritize new topics for the upcoming meeting agenda. By-law actions, approved Work Plan items and Urban Forest Management Plan goals are priority agenda topics; new topics may need to be placed on a subsequent agenda. Staff must submit a draft meeting agenda for Planning Manager review by 5pm ;n on Tuesday one week prior to the upcoming meeting. aD a • Although agendas can be posted up to 24 hours before the meeting, out of courtesy to members and the public, staff will post upcoming meeting agendas the Friday prior to the next meeting. That allows members sufficient time to review the upcoming meeting in agenda, check the previous meeting minutes and complete any action items prior to the ,g next meeting. • Staff notifies board members via email stating the meeting agenda has been posted • Regular and special meeting agendas must be posted at least 24 hours before the meeting, or the meeting cannot be held. Posting a meeting agenda constitutes public notice. Meeting Attendance Your attendance at Tree Board meetings is important! If something arises that prevents your attending a regular meeting, please notify the Tree Board Chair or Vice Chairperson. Excused absences must be noted by the Chairperson during roll call so they are reflected in the meeting minutes. Members of all boards/commissions must attend at least 70% of the regular meetings in any one calendar year and cannot miss more than 3 consecutive meetings, excused absences notwithstanding, per the code requirements set forth in ECDC 1.05. Any board member that does not meet attendance requirements may be removed from that position by the mayor, per ECDC 1.05.020 and 1.05.030. Meeting Minutes Zoom meetings are recorded, then professionally transcribed into Draft Meeting Minutes that are attached to the agenda of the following meeting for approval. Approved meeting minutes are posted on the Tree Board meeting webpage. Membership, Officers, and Quorum By code, the Citizen's Tree Board consists of seven members plus one alternate and one nonvoting Edmonds City Council liaison. Board members are appointed by City Council members and approved by the full Council. All board members must be Edmonds residents Revised 3130123 P Packet Pg. 21 O and, if possible, represent different watersheds and neighborhoods. The code also notes a preference for members to have professional or hobbyist interest/experience in urban forestry and horticulture, such as arborists, botanists, horticulturists, native plant experts, Master Gardeners and wildlife experts (ECDC Chapter 10.95). Officer Positions By code, "the board shall meet and organize by election, from the members of the board, a chair and vice chair and other officers as may be determined by the board. It shall be the duty of the chair to preside at all meetings. The vice chair shall perform this duty in the absence of the chair." When volunteering for an officer position, carefully consider your personal schedule, your comfort level with electronic communication and availability outside of meetings for tasks such as coordinating the monthly meeting agendas. While it is not essential to have an in- U) depth knowledge, the Chair should be familiar with Rules of Order to facilitate meetings 2 efficiently and fairly. The Chair/Vice Chair are responsible for providing expenditure forms a and receipts to Admin for reimbursement. Quorum All board members share an equal right and obligation to participate in Tree Board decisions. This handout from Jurassic Parliament is really helpful in making a shift from discussing affairs in a conversational manner to conducting board business in a democratic manner. Board business is conducted by the agreement (vote) of a minimum number of members (quorum). Per ECDC 10.95.020, four Tree Board members constitute a quorum. The Alternate position generally abstains from voting except if needed for a quorum. Board Administration Work Plan The Tree Board organizes, sponsors, participates in, and holds ongoing annual events that support the goals listed in the by-laws and the Urban Forest Management Plan. Celebrating Arbor Day is one such event, which is mandated to maintain Edmonds' Tree City USA status. Other ongoing events include supporting Parks Earth Day tree planting event and providing educational tree signs for the Edmonds in Bloom Garden tour. The Board may find it useful to maintain a Work Plan that tracks both ongoing and proposed events/projects to maintain consistency over time, as member terms expire, or as new members are appointed. A Work Plan that shows anticipated costs for proposed events and projects must be submitted for budget approval. The first few meetings of each new year is an ideal time to establish a draft Work Plan so the Board can make decisions on ongoing and new events/ projects, develop an annual budget, strategically plan events, etc. The Work Plan also serves as an excellent reference for creating the Board's annual City Council presentation (per ECDC 10.95.030.B). Budget The Tree Board's budget is managed by the Director of Planning and Development. The Tree Board is responsible for proposing a budget based on anticipated costs associated with an Revised 3130123 P Packet Pg. 22 O annual Work Plan. The proposed budget is subject to Director review and approval prior to accruing any expenditures for that year. Expenditures Tree Board expenditures, without exception, must be first approved by the Board. Expenses must also meet City requirements regarding the purpose of the expenditure. Individual members must not expend money on behalf of the Board and then seek approval at a later meeting. Invoices for expenditures should be submitted to Debbie Rothfus/Admin to bring forward for reimbursement through the proper City channels: 1. The Development Services Director then approves the expenditure. Expenses are regulated by the Finance Department which is regulated by the State Auditor. If you have questions about whether an expenditure will be approved, please have the Chair or Vice -Chair contact Debbie Rothfus/Admin who will forward your request to the Director. a 2. After approval by the Board, all pertinent receipts must be attached to the expenditure template and e-mailed to Debbie Rothfus/Admin. a Cn 3. Expenditure documents must be received in a timely manner for processing. r_ 4. Checks for payment take about two weeks to receive. Document Storage IT has set up accounts for boards and commissions in the City's File Transfer Protocol (FTP) server, _ for document and photo storage. Due to public records laws, Board members should not use personal or other external file storage. Deb can provide FTP server password and account login information to new members. You can log on to - to upload new documents to share with the Board. You can also download documents from the server to make changes, then upload the edited documents. If certain documents should be archived, let Deb know so they can be moved to the City/Planning shared drive. Annual Report By code, the Tree Board is required to provide an annual report to the City Council within the first quarter of each year. The PowerPoints from prior presentations are stored on the FTP file server. Miscellaneous [[Resignation Protocol Sometimes unforeseen circumstances arise in which you may need to resign from your position. To vacate your position, please contact (cc City Clerk). Out of courtesy to fellow board members, staff, and the public, please provide adequate notice prior to public meetings where your presence has been confirmed as a quorum for policy or legislative decisions.]] Revised 3130123 P Packet Pg. 23 0 Appendix 1. Invoice or Expenditure template 2. Meeting Agenda template N N r R Q Cn C O 3 �L O O C m ui NQN LPL d E t U 2 Q Revised 3130123 P Packet Pg. 24 0 2023 TREE BOARD WORK PLAN Revised 3129123 Ongoing Annual Events Date Description TB Lead Anticipated Partners/Contact Cost Annual City Council Presentation 3/7/2023 Create PPT subject to Board approval and give presentation to Council. Janelle N/A REQUIRED* Contact: Deb for Council packet submittal Earth Day Celebration* 4/22/2023 Stewardship restoration projects @ Yost/Pine Ridge Parks. TB members host Wendy $60 sign -in tables, help welcome volunteers, and provide snacks and TB literature. Edmonds in Bloom Garden Tour 7/16/2023 Coordinate with EIB committee, print, assemble tree ID signs/stakes Wendy N/A Tree Signs Contact: EIB/Tia Scarce digdiq@mac.com, Carol Murray (EIB Pres.) Edmonds Farmers' Market Tree/seedling give-away and raffle. Plus public education on critical areas using online GIS mapping. Crane Arbor Day Celebration Submit application for ace. Procure giveaway and raffle items. Plan critical pp p g y (trees), REQUIRED* 10/7/2023 area educational aspect (materials, equipment, etc.) Plan loading, unloading, Kevin $840 Note: celebrating/proclaiming Arbor Day delivery of raffle items (optional). Design/print educational materials. Assign (forms, is required to maintain Tree City USA booth shifts. Coordinate with Deb for Arbor Day proclamation to Council. application) Contact: Emily Young, EFM Coordinator (405) 216-7634 or emily.young@edmondok.com 2023 Events/Projects Date Description TB Lead Anticipated Partners/Contact Cost Site restoration. Plant site -specific trees/understory and replace interpretive Sign Replacement, Restoration & signs at Sierra Park. Tree Planting Sierra Park Unspecified Contact: Parks Director Angie FeserAngie.Feser@edmondswa.gov Andy $500 (UFMP Goal 4A) -APPROVED A) Lion's Club contact: Deandra? Tree Code Update Project Currently Per by-laws, Tree Board provides written recommendation to City Council. (UFMP Goal Stage 2) N/A N/A REQUIRED* underway Contact: Deb deb.powers@edmondswa.gov Public Tree Walking Tour Informative tour featuring tree factoids, history, etc. featuring significant (UFMP Goal 4A) Unspecified public trees located at City Park. Tour would be led by a tree expert. Crane ? UNDER CONSIDERATION Contact: Parks Director Angie Feser *Specifically listed under Tree Board Powers and Duties per Title 10.95.030 ECC m c� Q. CO c ca a lid 0 m M N O N O N M O c m t a Packet Pg. 25 0 2023 TREE BOARD WORK PLAN Revised 3129123 2023 Events/Projects Date Description Partners/Contact TB Lead Anticipated Cost Update Tree List for Homeowners Currently online under the Tree Board webpage. List is outdated, includes UNDER CONSIDERATION Unspecified inappropriate species and is not formatted for printing. Crane N/A (Note that a Street Tree List/Street Tree Plan are City projects currently underway). "Special" Street Tree Designations Designate street trees worthy of merit. See details under Heritage Tree UNDER CONSIDERATION Unspecified Program below. Andy ? Contact: Parks Director Angie Feser Potential Projects Approx. Description TB Lead Anticipated Date Cost Public Education Topics Anti -topping campaign or other positive tree messaging such as Trees Are (UFMP Goals 1Ei, 4A-C) the Answer! Trees are Good! Healthy Trees/Healthy Cities, etc. Create a Tree Owner's Manual Handbook (see DNR example). Tree voucher program or See Lynnwood/Kirkland examples of City -run voucher programs, adapt to giveaway/planting event TB -run program. Organize one-time tree giveaway event for planting street (UFMP Goal 3A) trees or trees on private property. Recognize superior tree care or Develop acertification/awards program for property owners/developers. preservation Contact? (UFMP Goal 3C) Annually, Over and above TCUSA Arbor Day* requirements. Need 10 points to receive Earn TCUSA Growth Awards due Dec 15Y Growth Award. Contact: Deb Establish a volunteer program that designates Heritage/Notable Trees in Edmonds. Develop nomination process, tree criteria, selection committee. Heritage/Notable Tree Program Create signage/plaque for designated trees. Schedule celebrations, invite (UFMP Goal 1D) dignitaries. Consider GIS mapping on City website for greater urban forestry education/advocacy. Deb has info on PlantAmnesty and other city's Heritage Tree programs *Specifically listed under Tree Board Powers and Duties per Title 10.95.030 ECC a Packet Pg. 26 2023 TREE BOARD WORK PLAN Revised 3129123 Lead/facilitate public tree Could be one-time or ongoing annual event. Could be related to increasing planting or pruning class tree age/species diversity. Participate in/initiate tree planting and tree care (Possible Arbor Day event?) activities (UFMP Goal 4Bii). (UFMP 2G, 21) Contact: Parks or Public Works? Administrative Projects Description TB Lead Anticipated Cost Procure shared file storage for TB COMPLETED JUNE 2022. Edmonds IT has set up an FTP Server for all City boards AND documents, photos, etc. commissions' file storage. N/A N/A Contact: Deb COMPLETED 1ST DRAFT AUGUST 2022, DISTRIBUTED TO BOARD. Develop a guide consistent Tree Board Handbook with all City boards/commissions. Includes new member orientation, board history, N/A N/A mission, guiding principles/policies, primary responsibilities, budget info, staff role, etc. Contact: Deb Revise content, imagery and graphics for greater advocacy and outreach (within City web Tree Board webpage update content standards). Consider new, positive messaging. Research other city's TB webpages. ? N/A See Kirkland "Trees" website. Contact: Deb *Specifically listed under Tree Board Powers and Duties per Title 10.95.030 ECC m Q. �a U) c a Y L 0 m Cl) N O N O N C) O r C d E t V fC r a Packet Pg. 27